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2015 VA Privacy Matters
Symposium
June 9, 2015
Opening Session: Fostering Stronger
Working Relationships
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PRIVACY AND RECORDS MANAGEMENT
Administrative Items
• Do not use your computer microphone to participate in this meeting. Lync will be used only as a display. Please dial in using the following information:
– Phone number: 1-800-767-1750 – Conference ID: 08388
• Please mute your computer microphone and speakers. This will eliminate feedback on the line and make it easier for you and your colleagues to hear the presentation.
• The presenters will address questions at the end of the presentation. For those online, please feel free to type your questions into the Lync Instant Messenger.
• Send technical issues to [email protected].
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PRIVACY AND RECORDS MANAGEMENT
Moderator
LaShaunné David Director for VA Privacy Service
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PRIVACY AND RECORDS MANAGEMENT
Richard Phillips Senior Privacy Analyst
Office of Privacy Policy and Knowledge Management Office of Privacy, Governmental Liaison & Disclosure
U.S. Internal Revenue Service
Erich Fronck Regional Information Security Director
Office of Information Security U.S. Department of Veterans Affairs
Ed Grzenda Privacy Officer
Veterans Health Administration U.S. Department of Veterans Affairs
Guest Panelists
Jeremy Maxwell, PhD IT Security Specialist
Office of the National Coordinator for Health IT U.S. Department of Health & Human Services
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PRIVACY AND RECORDS MANAGEMENT
Ed Grzenda Privacy Officer
Veterans Health Administration U.S. Department of Veterans Affairs
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Fostering Stronger Working Relationships: A Privacy Officer Perspective Ed Grzenda, Privacy Officer Veterans Health Administration U.S. Department of Veterans Affairs
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PRIVACY AND RECORDS MANAGEMENT
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PRIVACY AND RECORDS MANAGEMENT
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PRIVACY AND RECORDS MANAGEMENT
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PRIVACY AND RECORDS MANAGEMENT
Erich Fronck Information Security Director Office of Information Security
U.S. Department of Veterans Affairs
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Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
VA OI&T FIELD SECURITY SERVICE (FSS)
Information Security and Privacy
June 2015
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
VA Directive 6500
Establishes the foundation for VA’s Information Security and Privacy Program and practices
• Based on NIST 800-53, 800-37, and 800-39 • Appendix E: Privacy controls
• Structured set of controls for protecting privacy • VA roadmap for implementation of controls concerning
life cycle of Personally Identifiable Information (PII) • Appendix F: Security controls
• Provides security control baseline
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Information Security Officer
Responsible to ensure the appropriate security posture is maintained for an Information System and/or Program. • Manages Information Security Program and serves as advisor • Monitors for compliance with Federal security requirements
and VA policy • Collaborates with System Owners and Program staff to verify
and validate implementation of security controls • Assesses Risk
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Privacy Officer
Responsible for taking proactive measures to ensure that PII collected by VA is limited to that which is legally authorized and necessary; and is maintained in a manner that precludes unwarranted intrusions upon individual privacy. Subject Matter Expert: Business Associate Agreement System of Records (SORN) Data Protection Privacy Impact Assessment (PIA)
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Privacy and Security - Common Goals
Compliance
• Mandatory Training • Incident Reporting and Response • Policies and Directives • HIPAA Security and Privacy Rule • Contract Security • Access to Sensitive Information
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Mandatory Training
• New Employee Orientation – Complete training prior to receiving system access – Understand and sign Rules of Behavior
• Privacy and Security Awareness Training
– Condition of employment – Annual requirement
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Incident Response
• VA Incident Reporting policy • Support from National Incident Response Team (IRT) • Incident reports provided to executive level • Track incidents through closure • Report policy Violations
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Policies and Directives
• VA Directive 6500 and Handbook Series • VA Privacy Policy • FISMA • Privacy Act • HIPAA
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Contract Security Requirements
• ISO and PO review the contract with COR • PO makes a determination regarding sensitive data • ISO addresses information security requirements • ISO and PO signature is required
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
HIPAA Security and Privacy Rule
• Data Protection and Disclosure • Physical Security and Privacy • Access Management • Encryption • Personally Identifiable Information (PII) • Protected Health Information (PHI)
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Access to Sensitive Information
• Least Privilege Rule / Need to Know • Functional Categories used to identify the appropriate level of
access to protected health information • ISO and PO monitor access to ‘sensitized’ records
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Tools and Resources
• Privacy and Security Event Tracking System (PSETS)
– Centralized Incident Reporting System – Shared ISO/PO access to privacy and security tickets – Allows for cross-coverage and timely reporting through
incident closure
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Tools and Resources (continued)
• Privacy Threshold Analysis (PTA)
– For use by PO, ISO, system owners and other stakeholders to determine whether a VA program, project, or IT system has privacy implications, and if additional privacy documentation is requires, such as a Privacy Impact Analysis
• Privacy Impact Analysis (PIA)
– Demonstrates that system owners have incorporated privacy protections throughout the system lifecycle.
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Best Practices
• Establish a Team – Privacy Officer, Information Security Officer, and Chief
Information Officer/System Owner • Engage with Leadership
– Obtain management support • Communicate
– Share information
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Best Practices – Incident Response
Centralized Incident Tracking
– Maintain privacy and security incidents in a single database – Timely Mitigation – Executive level Awareness – Encourages ISO and PO cross coverage
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Best Practices - ISPAW
Information Security and Privacy Awareness Week Annual event fostering awareness and engages all levels of staff
ISO and PO Collaboration Team effort to communicate privacy and security information
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
What did we learn?
Continuous Readiness in Information Security Program (CRISP)
– Top-Down Approach – Continuous Monitoring – Accountability
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Information Security and Privacy Portal
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FIELD SECURITY SERVICE FIELD SECURITY SERVICE Working Draft, Pre-Decisional, Deliberative Document - Internal VA Use Only
Portal Highlights
– ISO PO Locator
• Central location for Information Security Officer and Privacy Officer contact information
– Field Security Service (FSS) • VA-wide Information Security program overview, resources, and major ISO activities
– Privacy Service • VA-wide Privacy program overview and resources
– VA-Network and Security Operations Center • Provides technology and services necessary to maintain secure operations and
maintenance of VA’s Enterprise Network – Ask the ISO
• FSS program that encourages communication with the ISO community and documents questions and responses for future reference
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PRIVACY AND RECORDS MANAGEMENT
Richard Phillips Senior Privacy Analyst
Office of Privacy Policy and Knowledge Management Office of Privacy, Governmental Liaison & Disclosure
U.S. Internal Revenue Service
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Richard W. Phillips
Office of Privacy Policy & Knowledge Management
Privacy and Security Hand-In-Hand Collaboration at IRS
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32 Privacy and Security: Hand-In-Hand Collaboration | PGLD
Privacy and Security Working Together
Security and Privacy: Mutual Support
Security protects information and systems
Privacy ensures personal data is used appropriately
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33 Privacy and Security: Hand-In-Hand Collaboration | PGLD
Some Common Business Objectives
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34 Privacy and Security: Hand-In-Hand Collaboration | PGLD
Current Privacy/Security Initiatives at IRS
Policy
• Cybersecurity and Privacy review each other’s policy updates
Training
• Collaboration on annual all-employee Information Protection Mandatory Briefing
• Collaboration on improved security, privacy, and disclosure training for Contracting Officer Representatives (COR)
Unauthorized access (UNAX) detection and prevention
• Cyber implements access controls, Privacy manages prevention program
System Authority To Operate (ATO)
• Cyber and Privacy collaborate to ensure ATO
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35 Privacy and Security: Hand-In-Hand Collaboration | PGLD
Current Privacy/Security Initiatives at IRS
Reporting • FISMA, other Treasury and OMB reporting
Strategic Breach Management • Collaborate through the Threat and Incident Response Center (TIRC)
Risk Management • Assist each other’s risk management
Governance • Privacy and Security Executive Steering Committee and Advisory Board
• Privacy and Cybersecurity Governance Board oversees joint projects
• SBU Usage for Testing purposes
• Oversight of electronic Risk Assessment for online authentication per OMB M-04-04
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36 Privacy and Security: Hand-In-Hand Collaboration | PGLD
Collaboration Strategies
Create ongoing means of communication
• Regular meetings and conferences
• Ensure inclusiveness on projects
Document goals and objectives upfront
• Utilize NIST, OMB, and Federal CIO Council guidance
Cross-functional assignments with personnel
• Privacy staff temporarily assigned to Cyber and vice versa
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37 Privacy and Security: Hand-In-Hand Collaboration | PGLD
New Opportunities for Tighter Collaboration
Implementation of NIST Privacy Controls
• AR-7 Privacy Enhanced System Design and Development
• DI-2 Data Integrity and Data Integrity Board
• SE-1 Inventory of PII
NIST Privacy Risk Management Framework
• Currently in draft
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38 Privacy and Security: Hand-In-Hand Collaboration | PGLD
Richard W. Phillips, CIPP/G/US, CIPT
Senior Privacy Analyst
Office of Privacy Policy & Knowledge Management
Privacy, Governmental Liaison and Disclosure
Department of the Treasury
Internal Revenue Service www.irs.gov
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PRIVACY AND RECORDS MANAGEMENT
Richard Phillips Office of Privacy Policy and Knowledge Management Office of Privacy, Governmental Liaison & Disclosure
U.S. Internal Revenue Service
Erich Fronck Information Security Officer
Office of Information Security U.S. Department of Veterans Affairs
Ed Grzenda Privacy Officer
Veterans Health Administration U.S. Department of Veterans Affairs
Guest Panelists Q&A
Jeremy Maxwell, PhD Security Analyst
Office of the National Coordinator for Health IT U.S. Department of Health & Human Services
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PRIVACY AND RECORDS MANAGEMENT
Thanks for Attending!
• Thank you for attending the 2015 VA Privacy Service “Privacy Matters” Symposium. – We value your feedback, opinions and comments! – After this session, you will receive a short questionnaire via email. Please
take a moment to complete upon receipt.
• To self-certify Lync Meeting attendance in the Talent Management System (TMS), search:
Item Title: VA Privacy Symposium 2015: Opening Session – Fostering Stronger Working Relationships (Live Webinar) TMS ID: VA 3941722
• Visit the new VA Privacy Service website at http://www.oprm.va.gov to learn more about Privacy within VA.